Office Manager

Position Summary

The Office Manager / Administrative Services Manager is responsible for the efficient day-to-day administration and organization of the office. This position oversees office supplies and purchasing, maintains office inventory, coordinates meetings, events, and employee functions, and provides administrative support for personnel and human-resource matters.

The position requires a high degree of organization, discretion, professionalism, and independent judgment. The Office Manager works closely with the Clerk & Master and employees to ensure that office operations run smoothly and that administrative and personnel matters are handled promptly and appropriately.

Essential Duties and Responsibilities

Office Operations and Supplies

• Maintain an adequate inventory of office supplies, equipment, and other necessary materials.
• Order office supplies and other approved items within established purchasing procedures and budgetary guidelines.
• Monitor supply usage and anticipate future needs to prevent shortages.
• Receive, organize, and distribute office supplies.
• Maintain an organized supply area and establish appropriate inventory procedures.
• Coordinate service and maintenance requests for office equipment and facilities.
• Maintain relationships with office supply vendors and other service providers.
• Assist with obtaining quotes and comparing prices when appropriate.
• Monitor office expenditures and maintain appropriate purchasing records.
• Identify opportunities to improve efficiency and reduce unnecessary office expenses.

Office Administration

• Coordinate general administrative operations of the office.
• Maintain office calendars, contact lists, procedures, and administrative records.
• Coordinate meetings, staff gatherings, training sessions, and other office functions.
• Assist with preparing meeting materials, correspondence, forms, and reports.
• Serve as a central administrative resource for employees and the Clerk & Master.
• Help establish and maintain consistent office procedures.
• Assist with special projects and other administrative assignments as directed.

Events and Employee Functions

• Plan and coordinate office parties, employee appreciation events, holiday functions, meetings, and other office activities.
• Coordinate food, decorations, invitations, facilities, vendors, and other logistical needs.
• Develop event budgets and monitor expenses.
• Ensure that office events are organized, professional, and appropriate for the workplace.
• Coordinate recognition activities and other employee-engagement initiatives.

Human Resources and Personnel Administration

• Serve as an administrative resource for routine employee and personnel matters.
• Assist with onboarding and offboarding employees.
• Coordinate new-employee paperwork, orientation, office access, equipment, and supplies.
• Maintain confidential personnel-related records in accordance with applicable policies.
• Assist employees and the Clerk & Master with questions regarding office policies, procedures, benefits, leave, and other routine HR matters.
• Coordinate with the appropriate HR personnel, payroll personnel, benefits providers, or governmental offices when necessary.
• Assist with tracking employee leave, attendance, training, certifications, and other personnel information as assigned.
• Assist the Clerk & Master with documentation relating to employee performance, workplace concerns, and personnel matters.
• Maintain strict confidentiality regarding employee records and sensitive personnel information.
• Assist with investigations, employee meetings, and other personnel matters as directed by the Clerk & Master.
• Ensure personnel-related administrative practices are consistent with applicable policies and procedures.
• Escalate significant employee-relations, legal, disciplinary, or other sensitive matters to the Clerk & Master.

Records and Confidentiality

• Maintain accurate and organized administrative records.
• Protect confidential personnel, financial, and operational information.
• Exercise discretion when handling sensitive employee and office matters.
• Maintain records in accordance with applicable retention and governmental requirements.

Other Duties

• Assist with special projects and administrative initiatives.
• Provide backup administrative support as needed.
• Perform other duties as assigned by the Clerk & Master.

Required Knowledge, Skills, and Abilities

• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• Ability to prioritize multiple responsibilities and meet deadlines.
• Ability to work independently and exercise sound judgment.
• Strong attention to detail.
• Ability to maintain strict confidentiality.
• Professional and courteous interpersonal skills.
• Ability to handle sensitive employee and workplace matters appropriately.
• Proficiency with Microsoft Office or comparable office software.
• Ability to maintain accurate records and manage office inventory.
• Ability to communicate effectively with the Clerk & Master, employees, vendors, and members of the public.

Preferred Qualifications

• Associate’s or bachelor’s degree in business administration, human resources, public administration, or a related field; equivalent experience may be considered.
• Three or more years of progressively responsible administrative, office-management, human-resources, or governmental-office experience.
• Experience working in a governmental, legal, judicial, or professional office environment.
• Experience with purchasing, vendor management, employee relations, or personnel administration.

Working Conditions

This is a full-time office position with a regular Monday–Friday, 8:00 a.m.–4:00 p.m. schedule. Occasional work outside normal business hours may be required for office events, meetings, or special projects.

Benefits

The position should be eligible for the governmental employer’s applicable benefits package, which may include:

· Health, dental, and vision insurance

· Employer-supported retirement/TCRS participation

· Paid vacation

· Paid sick leave

· Paid holidays

· Life insurance

· Other benefits provided to eligible full-time employees

Equal Opportunity Employer:

Hamilton County does not discriminate on the basis of race, color, national origin, sex, religion, age, or disability in employment or the provision of services. A copy of Hamilton County's Equal Employment Opportunity Plan (EEOP) & Utilization Report is available on the County’s Equal Employment Opportunity (EEO) Office home page.

https://www.hamiltontn.gov/Department\_EqualEmploymentOpportunityOffice.aspx

Pay: $50,000.00 - $55,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Flexible spending account
• Health insurance
• Paid time off
• Retirement plan

Work Location: In person